Duplicate records are found/identified during the editing process of the online membership edits.
A profile of both the original membership record & the duplicate online record is printed at that time from IMIS.
Create or use an existing Negative Cash batch to be used later in steps 6 & 7.

1. Compare the duplicate record’s printed profile to the original record’s printed profile to check for new information. Check to see if there is a conference registration attached to the duplicate record. If so transfer it to the original record.

*If payment is short (because online member type is incorrect) write this information on the duplicate record’s profile indicating what the correct basic dues should be.
b. Write original ID number on duplicate profile.

**3. Open the web portal and enter online duplicate record’s ID number & write down the login ID & password.

a. Delete the login ID & password from this record. It will be added to the original record’s file in the web portal.
b. Enter membership number of dupl. record in portal as login ID
c. Change expiration date & disable record.

4. . Open the membership Negative Cash batch.

5. Make all changes to the original record that were noted on the online duplicate profile.

a. If needed, bill the record & enter the exact dollar amount received from the online duplicate record. If the amount received is not correct there will be a balance due. (Your negative cash batch will now show this amount).

6. Enter the duplicate record’s ID
a. Go to the payment screen and back out the money/ (negative cash batch will take out amount & become zero again).
b. Change member type to former, remove work information & replace it with the following “DUPL REFER TO xxxxxxx” (ID # of original)
c. Click on category , select DUP
d. Remove all other information; i.e., address, email, phone, join date & pd thru date.
7. Open Active Matter
a. Enter online duplicate record’s ID number
b. Print copy of recent membership payment
c. Write on copy how much money is needed (if payment is short) & add the original record’s number. If money is correct write on copy ( money OK)

All records that have a balance due will be put into a CSC batch to be manually charged.